teams web presentation

Vesa Nopanen – My Metaverse Day

Mr. Metaverse welcomes you to my Metaverse day to explore the Future Work.

The Ultimate How To Guide for Presenting Content in Microsoft Teams

Sharing / presenting content in Teams meeting is at the same time simple but is also has some options available that may not be known enough by everyone. This guide lets you get started and dive deeper what happens when you share your window, document or desktop in Microsoft Teams.

This article will be updated when there are new features or based on feedback.

Updated 22.3.2021 Presenter View section.

Community: I am happy to add Mac and iOS screenshots into the article as well if someone is willing to collaborate & provide them. 😎💪

Teams Desktop: sharing a screen (Windows)

Opening the sharing with Microsoft Teams Desktop (in the New Meeting experience mode).

This opens the Share Tray. From it you can choose to start sharing

• Your Desktop (Screen share)
• Specific application (Window)
• Whiteboard application: either Microsoft Whiteboard (natively with Microsoft 365) or available 3rd party Whiteboards
• PowerPoint document

TIP: When you choose to share something using Teams Desktop you can choose to include your computer sounds to meeting. This is a must-have option if you are playing music or video to your participants. You can not toggle this on later – you need to choose this when you start sharing.

When you choose to include computer sound included with the sharing you need to have configured the speaker for computer and Teams meeting to be the same one.

If you have multiple monitors available for your Microsoft Teams you can choose any of those displays.

And you have the sharing open. Shared area is marked with red rectangle around it. You will find the more smaller Teams meeting control window in one of your desktops – and if you have the camera on it will show the video.

But more importantly you can use that small window to control camera, audio or sharing (ending it with one press). Or you can click on the small window (not on meeting toolbar) and it will expand back to the full size.

You can use that same icon to stop sharing in the expanded window.

Tip: If you have two screens available you should consider presenting your PowerPoint presentation so that you share the external screen and project your presentation there (PowerPoint – Slide Show – Monitor). Share that external screen to Teams meeting so you can be sure that whatever you show in that screen it is shown to attendees. Just check that your second screen is not a ultra-wide display or 8k (or preferably even 4k) because the content is going to be tough to read and view by attendees. FullHD screen works the best here.

Tip2: when you are presenting PowerPoint in external screen (and sharing that to Teams meeting) do they advantage of inking and pen if you are using a device with touch screen (like Surface)!

Tip3: if you have an embedded video in your PowerPoint and you use screen/display sharing to present it to the audience: Don’t forget include computer sound with your share!

Teams Desktop: sharing a PowerPoint

You can choose from your recent PowerPoint documents in the list

• A PowerPoint document you opened or edited in Microsoft Teams (in a team you belong to) or in your OneDrive
• Browse for more

This list of sharing PowerPoints is causing often some big questions. PowerPoints will appear in the list once you edit or open the PowerPoint presentation in Teams or OneDrive (there may be some short delay). Generally it applies to the next meeting you join. Make sure you prepare for the meeting by opening the document in advance. Simply uploading a presentation to OneDrive or Teams does not bring it to the list – you need to open/edit it as well.

Browse-option lets you choose a PowerPoint from your OneDrive or from your computer.

What this one lacks is the ability to choose a file from a team you belong to.

TIP: Use OneDrive syncing to have an easy access to files in the most relevant teams you belong to .

Once you are sharing the PowerPoint you can see it in the presenter view mode! This feature is generally available ! This makes it easy to do presentations using Teams – without having to have a PowerPoint desktop app open at the same time. Seems to work only on Teams Desktop with new meeting experience mode at the moment.

The presented area (PowerPoint) is shown surrounded with a red rectangle.

Updated 22.3.2021. There are other controls in this as well for jumping between slides and accessibility controls.

I have a another article diving deeper to Presenter view in here !

NEW: PowerPoint Live has now laser pointer and inking capabilities. Read about them here !

Once the presentation is shared you can move back and forth easily with arrows in the screen.

Note: there is the “eye” icon. If you press that one it locks the PowerPoint for the participants so that they see the same slide as you do: they can not browse the deck on their own. This is called private viewing disable (arrows for other participants will be disabled). Private viewing is enabled on default.

Note: if you are a presenter in the meeting where a PowerPoint is shared to you can take control of the shared PowerPoint to advance slides. This does not ask for any confirmation and the feature is really useful when you have multiple presenters who use the same slide deck. Just be careful that everyone else are not presenters – or they know not to touch it.

You will get a warning that someone has taken the control and can easily take it back.

Whoever is in control of the presentation has also the control to disable/enable private viewing mode. As can be seen in the picture above (with Take control) the eye is missing and arrows are greyed out: this means someone else than you have the control and they have disable the private viewing.

Note: When you share PowerPoint to a meeting this way participants can click links you have in your presentation. Thank you Joe for this reminder!

If you add a online video to your presentation your participants can activate that on their own as well. It is good also to note that if you hit “play” it doesn’t reflect to attendees (=they need to play the video themselves)

Teams Desktop: sharing a Whiteboard

When you choose Microsoft Whiteboard from the Share Tray you are taken directly to the Whiteboard view. Everyone who is in the same organization as you are (the situation in January 2021) can co-author the Whiteboard with you. Once you are done you can Stop presenting (middle top screen) or share something else.

Teams web client: sharing a screen (Microsoft Edge)

Sharing looks a bit different when you are using Teams web client. Sharing is available in (new) Microsoft Edge and Google Chrome browsers. The toolbar is hovering on top of the meeting. From the toolbar you can open the share tray.

When you have the share tray open you can choose to share something of following

• Desktop (Screenshare)
• A specific PowerPoint document
• Whiteboard: either Microsoft Whiteboard or Freehand (3rd party).

• Entire screen
• Application window (a specific application only)
• With Microsoft Edge you have option to choose a selected, specific, tab

When(if) you have multiple monitors it is easiest to just share a one of them: it makes the sharing really simple and easy to manage: anything on that display is shared.

If you don’t have multiple monitors then you might want to just share a single application.

This is useful when you want to show something specific that runs in it’s own application but you can not share anything else on your screen.

Note: Teams is not in the list (not even on blurred ones) and nor is Spotify or ToDo. Not every application can be shared with this.

Note2: you can not share desktop audio to the meeting using Teams web client.

And the last option is to share a selected Edge tab – and if you have multiple Edge profiles open you can share from any of those by clicking the desired Edge active and choosing the tab.

In my example I chose to share one of my screens. You don’t get much feedback – you just click on the screen and hit Share. In one of your screens you will have this toolbar:

You can end sharing using either that toolbar or you can navigate to your web Teams meeting and choose Stop sharing from the toolbar there.

Teams web client: sharing a PowerPoint

This list of sharing PowerPoints is causing often some big questions. PowerPoint presentations will be in the list once you edit or open the PowerPoint presentation in Teams or OneDrive (there may be some short delay). Generally it applies to the next meeting you join. Make sure you prepare for the meeting by opening the document in advance. Simply uploading a presentation to OneDrive or Teams does not bring it to the list – you need to open/edit it as well.

Note: there is the “eye” icon. If you press that one it locks the PowerPoint for the participants so that they see the same slide as you do: they can not browse the deck on their own. This is called private viewing disable. Private viewing is enabled on default.

Whoever is in control of the presentation has also the control to disable/enable private viewing mode.

Teams web client: sharing a Whiteboard

Sharing a Whiteboard is initiated simply by choosing Microsoft Whiteboard (or Freehand or other available 3rd party application) from the share tray.

I have found out that sometimes when you start sharing Microsoft Whiteboard to the meeting using Teams web client it doesn’t do anything. The solution is to try again.

Once the Whiteboard opens you can work on it normally – or choose to open it in the Whiteboard app to have a broader set of tools available.

When you are done you can choose the “Stop presenting” that is hovering on the left bottom area (left of meeting toolbar).

Teams mobile: sharing a screen

Were you aware that you can also share content using your mobile device? I have examples and screenshots using a Android device but these also work with iOS – the user interface might be slightly different.

You initiate the sharing via … menu selection in the mobile to open the list of options

You choose Share and you get to choose what to share

Yes – you can share your mobile device screen to the meeting. This is really useful if you have a application you want to show or train to others.

You may have to adjust settings to turn on allowing Teams to display over other apps.

After that one you may have reshare the screen. And you get the next warning.

And your screen is now shared. You can see the red block that lets you know what are of your mobile device screen has been shared.

And if you pull down notifications area you have option to return to Teams meeting (if you have been using some other app) and there is also the notification that you are sharing your screen.

When you are done sharing you can return to Teams meeting and then choose to Stop presenting.

Teams mobile: sharing a PowerPoint

Sharing a PowerPoint works really well on Teams mobile! It is in fact even better than the version in other clients.

You start by imitating the sharing (as with screen share) and choosing the PowerPoint instead. You get a screen:

From this screen you can choose to browser thought

• A PowerPoint presentation from any Team and channel you belong to!
• Choose a PowerPoint presentation you opened or edited most recently (as you notice compared to other examples that this isn’t 1:1 in sync.. There are differences so that is why I am really happy that you can browse through Teams for sharing)

Once you have selected the PowerPoint to present it is very straight forward from that moment.

Using Teams mobile you can also take control of a PowerPoint someone else is presenting (if you are a presenter in the meeting). This means that you can participate in a multi-presenter meeting quite easily by using just your mobile device and Teams!

You will get a warning before you take the control – in case you pressed Take Control accidentally.

Teams mobile: sharing a photo or video

Follow the steps laid out earlier and instead of screen or PowerPoint you select this time a picture (from device’s picture gallery) or a video (using device’s video camera). Since sharing a picture is very straight forward I use the video instead as example.

You get to see a preview of video first. You can switch to other camera (front/back usually) & position the device properly and once you are ready you just hit Start presenting .

And when you are done you can press on “Stop presenting” to end your video feed.

This video is different from showing your own video using Camera icon the meeting toolbar. Instead of being a attendee video this one is shown in the shared area for every participant in the meeting. This is useful when you have something in the same room/space that you want to share to others in the meeting. Possible use cases: a model on table, physical whiteboard, view from the window, interviewing someone, view in the outside, …

Best practices from my experience

The way I use to share content when in Microsoft Teams meetings is

• I share one of my screens (I have three screens so this is a natural choice for me). This way I know what is being shared all the time since I always share the same screen (the one in the middle, my camera is on top of that screen). Be careful what you drag to the shared screen. This is the way I share my PowerPoint presentations (projecting the presentation to the shared screen)
• If you have a touch-screen device (like Surface-laptop) you should use pen/inking to enhance the presentation experience. This also works when you are sharing the external screen & presenting from touch-screen device: make your presentation stand out!
• Prepare the content you share in advance. Open PowerPoints, apps, browsers etc so you don’t have to spend any time with them when you are live.
• Share your screen early rather than later. This will give you time to reshare.
• When doing a presentation with multiple persons using just the PowerPoint deck share it directly to Teams meeting so you can switch between speakers easily. With the new Presenter view -support this is now a good option.
• Make use of Teams features: Put everyone but real presenters else as attendee so they can’t start sharing their screen accidentally – and you can hard mute them as well. Use meeting options -setting before they join in.
• When people complain they don’t see the share: check that you are actually sharing your screen. If someone is seeing your share and some others not: those who can’t see your share need to leave and rejoin the meeting. Sometimes restarting your sharing can fix that issue too but usually the issue is in the participant end.
• I rarely use application / window -sharing.
• Sharing a video in Teams meeting (or in Live event) is usually ok but you can expect some quality drop – especially if you have a lower bandwidth. Have a backup link to the video available. People seem to struggle more with videos embedded inside a PowerPoint.
• Use Windows Focus Assist and Teams Do Not Disturb mode so you don’t get any unwanted popups on your shared screen. Microsoft Teams will also have a upcoming feature (currently usable in public preview) that let’s users to choose if Teams notifications do their own “toast” (pop-up banner) or do they go directly to Windows notification area (honoring the Focust Assist setting).
• Use Teams Desktop version + new meeting experience when possible. Check that you have the latest version.

More information or different view into this?

Check out Microsoft Support article about Sharing content in Microsoft Teams meetings .

I hope you have enjoyed this guide and it has provided to be useful. Please do drop a comment from below if you have any questions or you want to send me greetings!

Sharing is Caring! #CommunityRocks

Aiheeseen liittyy.

Published by Vesa Nopanen "Mr. Metaverse"

Vesa "Vesku" Nopanen, Principal Consultant and Microsoft MVP (M365 Apps & Services and Mixed Reality) working on Metaverse, AI and Future Work at Sulava. I work, blog and speak about Metaverse, AI, Microsoft Mesh, Virtual & Mixed Reality, The Future of Work, Digital Twins, and other services & platforms in the cloud connecting digital and physical worlds and people together. I am extremely passionate about Metaverse, AI, natural language understanding, Mixed & Virtual Reality and how these technologies, with Microsoft Teams and Microsoft Azure & Cloud, enable to change how people work together. Azure OpenAI Services - yes, I build AI solutions using those and other Azure AI services. I have 30 years of experience in IT business on multiple industries, domains, and roles. View all posts by Vesa Nopanen "Mr. Metaverse"

5 thoughts on “ The Ultimate How To Guide for Presenting Content in Microsoft Teams ”

• Pingback: Dew Drop – January 18, 2021 (#3361) – Morning Dew by Alvin Ashcraft
• Pingback: [m365weekly] #19 – M365 Weekly Newsletter
• Pingback: PowerPoint Live / Presenter View in Microsoft Teams – Vesa Nopanen – My Teams & Microsoft 365 Day
• Pingback: PowerPoint Live / Presenter View in Microsoft Teams - Tech Daily Chronicle
• Pingback: Microsoft Tech News and Product Updates: 4/26/2021 – Mr. Wombat

Leave a comment Cancel reply

This site uses Akismet to reduce spam. Learn how your comment data is processed .

• Already have a WordPress.com account? Log in now.
• Subscribe Subscribed
• Copy shortlink
• Report this content
• View post in Reader
• Manage subscriptions
• Collapse this bar

Apr 6, 2021

Try presenting in Teams meetings from PowerPoint

• Add our blog to your RSS feed reader" href="/rss/blog.xml" data-bi-name="RSS Subscription" data-bi-id="rss_feed" data-bi-bhvr="120" data-bi-socchn="RSSSubscription" title="Microsoft 365 Insider Blog RSS" target="blank" class="d-inline-block">

Hello Office Insiders, I’m Lishan Yu, a program manager on the PowerPoint team. You might have heard that we announced the PowerPoint Live in Teams feature at Microsoft Ignite last month. Today, I’m excited to show you how to check out this new experience, and start presenting in Teams meetings from PowerPoint.

Presenting in Teams meetings

Presenting in a meeting used to be as simple as clicking Slide Show in your PowerPoint deck. Nowadays, even though you may not be in the same room as your audience, we believe your flow to present should be as easy and intuitive – clicking the Present in Teams button in PowerPoint is the only step you need to take to present the deck in your Teams meeting!

How it works

Give the feature a try next time you need to present in a Teams meetings:

• Join a Teams meeting or an ad-hoc Teams call.
• Open your presentation in PowerPoint for Windows.
• Click the Present in Teams button in the top right corner.

Scenarios to try

Ready to take the PowerPoint Live feature for a spin? Try some of the scenarios below.

As a presenter :

• After clicking the Present in Teams button in PowerPoint, notice that you can see both the chat and your content at the same time in Teams (and don’t feel like you’re missing out on the discussion).
• Take advantage of features like grid review and slide notes to present more effectively.

As an audience member :

• If you joined late, move back through the deck and quickly catch up without having to ask the presenter to stop and recap what was already shared.
• Interact with and experience the richness of the content being presented such as better video quality, live web links, and more.
• Make any adjustments you need to more fully enjoy the presentation (i.e., use high-contrast mode).

Requirements

In order to try out the feature, you will need to:

• Have the latest Teams desktop app installed.
• Store the presentation on OneDrive for Business or SharePoint.
• Join a Teams meeting before clicking the Present in Teams button in PowerPoint for Windows.
• Be using an Office 365 E3/A3, Office 365 E5/A5, or Microsoft 365 for Government license. 

Availability

This feature is rolling out over the next several days to Insiders running Beta Channel Version 2104 (Build 13926.20000) and later.

We’d love your feedback, so please let us know how you think. To get in touch, do either of the following:

• Inside the app, select the Help button in the top-right corner of the app.
• Respond to this post or tweet at @OfficeInsider .

Learn what  other information you should include in your feedback  to ensure it’s actionable and reaches the right people. We’re excited to hear from you!

Sign up for the Office Insider newsletter and get the latest information about Insider features in your inbox once a month!

Sorry, JavaScript must be enabled to use this app.

How to Present PowerPoint Slides in Microsoft Teams

Ready to elevate your virtual presentations in Microsoft Teams? Discover three distinct methods to deliver flawless PowerPoint presentations.

A successful PowerPoint presentation extends beyond just the content—its delivery is just as important, especially in a virtual space like Microsoft Teams.

In Microsoft Teams, you can choose to present your slide deck by sharing your entire screen, PowerPoint window, or using the Microsoft Teams' PowerPoint Live feature. Let's explore how you can use each of these three methods and discuss their pros and cons.

Method 1: Share Screen

Sharing your screen in Microsoft Teams is pretty easy and straightforward. It's best to minimize or close unnecessary tabs before joining the Microsoft Teams meeting to avoid exposing sensitive information. Once you're confident in your screen's content, follow the steps below:

• A red border appears around your desktop, indicating you're sharing your screen.
• Present your PowerPoint slideshow.

Sharing your screen is a straightforward method, especially when you want to present other documents besides your PowerPoint slideshow. However, the downside is that you may accidentally reveal sensitive information.

Method 2: Share PowerPoint Window

If you want only to present your PowerPoint slide deck, it's best to share just that window. Here's how:

• A red border will appear around your PowerPoint window, indicating you're sharing just that window.
• Launch your slides in slideshow mode and start presenting.
• Open the Microsoft Teams window and click Stop sharing when you're done presenting.

Sharing just your PowerPoint window prevents accidental display of sensitive desktop content. Even if you switch windows, viewers only see the PowerPoint presentation.

However, this method also has its limitations. One of the main limits is that you can't view your PowerPoint speaker notes without the audience seeing them as well. You also can't access Microsoft Teams features like the chat and reactions during your presentation.

Additionally, If your network connection has low bandwidth or slow upload speed , sharing your screen can result in a blurry and stuttering presentation for the audience. Thankfully, the PowerPoint Live feature provides the solution to these issues.

Method 3: Use PowerPoint Live

Presenting with the PowerPoint Live feature is easy and provides additional benefits. Your audience only sees the slides, while you get to see all the extra controls that come with the presenter view. When using the presenter view in your presentation, you have a few helpful tools at your disposal:

• You can easily adjust the font size of your slide notes to make them more readable.
• To navigate between slides, simply click on the corresponding thumbnail.
• You can use the laser pointer, pen, or highlighter tools to draw attention to specific areas of a slide.
• Use the Standout layout to place your camera feed on the slide without the background.
• Use the Cameo layout to insert yourself into the slide, provided you've set up Cameo to record customized camera feeds .

Here's how you can use PowerPoint Live to share your presentation:

• When it's your turn to present, click Share .
• When you're done presenting, click Stop sharing in the top toolbar.

The PowerPoint Live feature tackles the limitations of sharing your entire screen or PowerPoint window. It also comes with really cool features like co-presenting and allowing attendees to click on links in the presentation.

Your Audience's View When Using PowerPoint Live

In addition to the main slide view, your audience also has access to the slide navigation, grid, and more options controls (the three dots icon below the slides).

This means they can navigate the slides at their own pace and change specific slide settings to suit their preference without affecting your view and that of others. If you find this non-ideal for delivering an engaging presentation , you can disable the audience's navigation control. To do so, enable Private view in the top toolbar.

By default, each meeting attendee joins as a presenter. This means they can share their own content or control someone else's presentation. If that's not what you want, you can change each person's meeting roles in Microsoft Teams to prevent it.

Deliver a Seamless Presentation Experience in Microsoft Teams

Presenting your PowerPoint slides in Microsoft Teams might seem tricky at first, but once you get the hang of it, it's a piece of cake. Practice makes perfect. So before your next Teams presentation, familiarize yourself with your chosen method to ensure an effective delivery.

The right way to present a PowerPoint file during a Microsoft Teams meeting

Check out Matt's book!

This is the field guide every Microsoft Teams user out there has been waiting for, covering Teams, chat, meetings, files, and more!

Subscribe to our newsletter!

Stay in the know with goings-on in Office 365, SharePoint, Microsoft Teams and more. It only takes a second, plus it's free!

Get the Periodic Table as a Poster

You can have your PPT cake and eat it too

PowerPoint is likely one of the most popular apps shared during a Teams meeting. There’s a reason when you bring up the share options, PowerPoint takes up more than a third of it. People present slides all the time. But are they using PowerPoint to its potential when they use Teams? Most people do not. To view a video version of this post (lots of video demos!), press play below. (You should watch it, actually.)

PowerPoint has a lot of really great features and while this isn’t a PowerPoint best practices post, I do really appreciate PowerPoint for many of its professional features, like smooth transitions (Morph can be amazing), slide notes, non-distracting animations, screen annotations, and especially presenter view.

Well, if you’ve ever tried to present a slide deck in Teams, you’ll know that some of these features can be hard to find depending on which method you use to share your slides. There are three main sharing options and these are the only three I’ll cover today.

The three options—and I’m going to stick to this naming convention throughout the post—are The Teams Built-In Share, Desktop Window Share, and Presenter View Share.

TL;DR: For the most part, you want Presenter View Share. Launch your slideshow like you would normally. Alt-Tab to your meeting and share the window (not the screen) , Alt-Tab back to your presentation, right-click, and select Use Presenter View . That's it! Below is a more in-depth review of this way and the most common other ways to share slide decks during a Teams meeting.

Teams Built-In Share

Teams Built-In Share is the first option we’re going to discuss and it uses the built-in PowerPoint option. The sharing drawer shows you all your recent PowerPoint files. Though note that they’re only ones you’ve accessed in SharePoint or OneDrive; you don’t see anything from your local device or other cloud locations like Google Drive. Whether you know it or not, this method makes use of PowerPoint for the web—or formerly known as PowerPointOnline—so you’re getting the “Lite” version of PowerPoint when you present. That can work in many situations, especially if your slides are simple and straight forward.

There are a couple major upsides to this method. First, everything stays right in Teams and you have full control of your computer and its screen, unlike normal presentation mode with PowerPoint, where it completely takes over your screen. The other is that your viewers can actually choose to jump ahead or backward in your slides at their own pace without impacting what others see, which is a benefit you don’t get from any otherPowerPoint sharing option. You can disable this if you want to keep them on the slide you’re presenting, though. I generally don’t like people being able to jump slides on their own; it's usually more a distraction than a benefit. So for me, this isn’t a compelling feature.

The major downsides to this method are that you’re stuck with PowerPoint Lite: animations and transitions are sometimes really poor—and yes, animations and transitions are incredibly powerful for your message when they’re used correctly. But more importantly to me, you don’t get presenter view, so no annotations, no notes, and you have absolutely no idea which slide or animation is coming up next (unless you practice your slides a lot, but let's be real: you probably cobbled them together right before the meeting). Those downsides are the reason that I never use this method, even if it is right up in my face when I want to share a slide deck in Teams. The only way you’ll find me using Teams Built-In Share is once presenter view is built into PowerPoint for the web. 

Desktop Window Share

Desktop Window Share, the second option, is a nice little hack for sharing your presentation from the desktop app, complete with all the slick transitions and animations you’d like. You won’t get presenter view with this method, but you will get safety and comfort of all the full-fledged features in the desktop app and it won’t take up your whole screen while you’re presenting. Though it will include a little chrome in the top toolbar.

This method is similar to what people use when they set up kiosks for people to browse at expos or stores, except in this case, it doesn’t take up the whole screen. To present this way, you need to toggle a setting. Jump into the Slide Show tab in PowerPoint and click Set Up Slide Show . Select Browsed by an individual and click OK.

Now when you present this slideshow, it’ll show your entire slide in its own window, without the rest of PowerPoint showing. It’s like a mini PowerPoint presenter mode. To share this window, jump to your Teams meeting, click Share , and select PowerPoint under the Window section. Handy.

Presenter View Share

Note: This feature seems to have been recently removed from PowerPoint on macOS; I haven't been able to test it on Windows to confirm any impact there. I've reached out to Microsoft for some explanation or insights on this. I'll provide an update when I have one.

And lastly, Presenter View Share is my favorite way to present a slide deck during a Teams meeting and it’s really the subject of this post. Presenter View Share gives you all the features of the desktop app—because that’s what you’re using—including presenter view. That means you get notes and annotations, can see the upcoming slide, and can jump around slides as much as you want.

This technique is actually stupidly simple, but it’s not obvious at all. To share your presentation this way, it works best if you’re only using one monitor. If you have a second monitor, I’d actually recommend disconnecting it. And that’s coming from someone who always uses two monitors. The reason for that is the feature isn't available when you have two monitors because you'll already have presenter view on one of them and you can't share PowerPoint as a window when you have two monitors because the app takes up two windows and becomes essentially disqualified from being shared as a window (the only way to share the slides is by sharing the whole screen, which is less private).

First, have your PowerPoint file open and start the presentation the way you normally would. Now, Alt-Tab (Command-Tab on Mac) back to your Teams meeting and share the PowerPoint window—not the whole screen. Alt-Tab back to PowerPoint. And here’s where the magic happens: right-click on your slide and click Use Presenter View . And that’s it!

Wait, you’re worried that the people on the other end are seeing presenter view? They’re not. In fact, they didn’t even see you right-click because the menu isn’t part of the window. For them, nothing happened. While on your side, you just went from low fi to high fi in a matter of two clicks. From here you can do all the stuff you want through presenter mode and everyone on the other end will only see slides.

So, why do I like this method the most? Because I get to have my cake and eat it too! Sure, the slides take up my whole screen, but that doesn’t stop me from jumping around my device all I want. Alt-Tab is your best friend. If you’re not an Alt-Tab person now, you will be moving forward, because it’s a great little trick for jumping between apps.

That means I can be taking notes about a potential customer in my OneNote app during a demo without them knowing. Or I can check in on the meeting itself to see if someone’s raised their hand or said something I need to respond to. All they’ll ever see is the current slide—even if you see another app on top of it—because all I’m sharing with them is the PowerPoint window.

Edit: Some folks have reported they can actually use two monitors and still are able to share the single presented-view of PowerPoint. I can't confirm this because on Mac, the Use Presenter View isn't available when you have two screens (the option is not available in the right-click menu). That said, if you use multiple monitors, you're a power user. So take 2 minutes to check with a colleagues to test if it still works in your situation to pull this off, but with the multiple monitors you're used to. So if one of your original thoughts was, "I can't not use two monitors", test before you knock it. 🙂

Frankly, I’ll never look back on any other presentation options again. At least until Teams Built-In Share—remember, I really mean PowerPoint for the Web when I say this—finally transitions from PowerPoint Lite to a full-fledged version of PowerPoint. Once that day comes, I may convert. But for now, I’m sticking to the desktop app because it’s a beast.

But what do you think? How do you present slides during Teams meetings? What tips do you have when you’re presenting? Share them in a comment below so others can learn some of your tips and hacks for better meetings in Teams.

Recent blog posts

Periodic Table of Microsoft 365 - 2022 Edition

Send a link to a Power App in an email or communication

Publish a Power App to a SharePoint page

Obviously you have an opinion, so share it.

[email protected] ​ jumpto365, Inc. PO Box 1960 PMB 24057 Wilmington, DE 19899

• Infographics
• Periodic Table
• Periodic Table Poster
• Other Tables
• Recipes by jumpto365
• Reuse Requirements
• Privacy Policy
• Terms of Service
• Billing Portal

Tools & Service Descriptions (preview)

Integrations (alpha).

Think Outside The Slide

How to see the participants in a Teams meeting when you are sharing your screen or content

One of the top requests of Teams meeting presenters is the ability to see the participant’s videos when they are sharing their screen. Seeing the videos allows you to get visual feedback on your presentation, which is helpful to a presenter.

***2023 Update: Teams has recently changed the way you can see participants after sharing your slides or other content. I’ve posted a video showing the old way and the new way .***

Did you find this article using a Google search? Get more answers to your virtual presentation questions here and get updates of new articles and videos here .

If you have two screens

If you have two screens, the typical setup is that you have one screen with your webcam in or on it. This is the screen you will be looking at during the presentation and the one you want the meeting participant videos to be displayed on. This is usually referred to as the primary screen. The second screen is to one side and you won’t usually be focused on looking at it while presenting.

Open the Teams app on the primary screen. Open the content you want to share, whether that is PowerPoint slides, a browser window, an Excel spreadsheet, or any other content, on the second screen. If you are using PowerPoint, you can learn more about using Presenter View with two screens in my complete guide .

In the Teams app, share the second screen in the meeting. When you share content in Teams, it minimizes the controls to the lower right corner of the primary screen.

Click in the center of the minimized window, on the video or initials shown and the Teams app will be displayed full size again. Now you can see everyone who has their video turned on. You can also open the chat pane to keep up with the meeting chat.

To stop sharing the second screen, use the stop sharing button in the Teams control bar (the rounded rectangle with the “X” in it).

If you have one screen

Your single screen needs to be used for sharing content and seeing the participant videos. The best approach is to share a window of content instead of the full screen. This allows you to still see the Teams app with the participant videos.

If you are sharing PowerPoint slides, use Reading View to show the Slide show in the PowerPoint window instead of the full screen ( this article explains how to see your notes and show the slides in Reading View ).

If you are sharing other apps, make the window less than full screen so you have space for the Teams app on the screen.

In the Teams app, share the window of content in the meeting. When you share content in Teams, it minimizes the controls to the lower right corner of the screen. As shown above for two screens, click in the center of the minimized window, on the video or initials shown and the Teams app will be displayed full size again. Now you can see everyone who has their video turned on and you can see the chat if desired. Here is an example of PowerPoint slides in Reading View beside the Teams app on a single screen when shared in a Teams meeting.

To stop sharing the window, use the stop sharing button in the Teams control bar.

Teams allows you to see participant videos while sharing content

When you are sharing content in a Teams meeting, open the full Teams app on your screen using the instructions above to see the participant videos and get feedback during your presentation.

1 or 2 screens? Teams, Zoom, or Webex? Windows or Mac?

Sign up to download my best tips for your virtual presentation situation and stay updated as the technology changes..

Where to go next –> More articles on virtual presenting –> Training for your team on presenting virtually –> More articles on virtual & hybrid sales presentations –> Training for your sales team

Dave Paradi has over twenty-two years of experience delivering customized training workshops to help business professionals improve their presentations. He has written ten books and over 600 articles on the topic of effective presentations and his ideas have appeared in publications around the world . His focus is on helping corporate professionals visually communicate the messages in their data so they don’t overwhelm and confuse executives. Dave is one of fewer than ten people in North America recognized by Microsoft with the Most Valuable Professional Award for his contributions to the Excel, PowerPoint, and Teams communities. His articles and videos on virtual presenting have been viewed over 4.8 million times and liked over 17,000 times on YouTube.

By Dave Paradi

Dave Paradi has over twenty-two years of experience delivering customized training workshops to help business professionals improve their presentations. He has written ten books and over 600 articles on the topic of effective presentations and his ideas have appeared in publications around the world . His focus is on helping corporate professionals visually communicate the messages in their data so they don't overwhelm and confuse executives. Dave is one of fewer than ten people in North America recognized by Microsoft with the Most Valuable Professional Award for his contributions to the Excel, PowerPoint, and Teams communities. His articles and videos on virtual presenting have been viewed over 4.8 million times and liked over 17,000 times on YouTube.

Microsoft Build | AI has disrupted the industry. Join us as we disrupt it some more. 

The new Microsoft Teams is now available

Collaborate more effectively with a faster, simpler, smarter, and more flexible Teams.

More is possible with Teams

Simplify collaboration with Teams to level up your work, connect with others for greater impact, and scale your business to achieve more.

" data-bi-ecn="Enterprise >" data-bi-ct="link" data-bi-pa="body" data-bi-bhvr="0" data-bi-tags="{"BiLinkName":"enterprise"}" class=" bg-transparent font-weight-semibold" data-target="https://www.microsoft.com/en-us/microsoft-teams/enterprise" aria-label="Enterprise - Explore Enterprise options for Teams" target="_self" href="https://www.microsoft.com/en-us/microsoft-teams/enterprise"> Enterprise >

" data-bi-ecn="Business >" data-bi-ct="link" data-bi-pa="body" data-bi-bhvr="0" data-bi-tags="{"BiLinkName":"business"}" class=" bg-transparent font-weight-semibold" data-target="https://www.microsoft.com/en-us/microsoft-teams/small-medium-business" aria-label="Business - Explore business options for Teams" target="_self" href="https://www.microsoft.com/en-us/microsoft-teams/small-medium-business"> Business >

" data-bi-ecn="Home >" data-bi-ct="link" data-bi-pa="body" data-bi-bhvr="0" data-bi-tags="{"BiLinkName":"home"}" class=" bg-transparent font-weight-semibold" data-target="https://www.microsoft.com/en-us/microsoft-teams/teams-for-home" aria-label="Home - Explore home options for teams" target="_self" href="https://www.microsoft.com/en-us/microsoft-teams/teams-for-home"> Home >

" data-bi-ecn="Education >" data-bi-ct="link" data-bi-pa="body" data-bi-bhvr="0" data-bi-tags="{"BiLinkName":"education"}" class=" bg-transparent font-weight-semibold" data-target="https://www.microsoft.com/en-us/microsoft-teams/education" aria-label="Education - Explore education options for teams" target="_self" href="https://www.microsoft.com/en-us/microsoft-teams/education"> Education >

Explore the latest Teams news

Get ready for the future of work with teams and microsoft copilot for microsoft 365.

As the workplace evolves, empower your organization with next-generation AI capabilities in Teams—the smart place to work. Run more effective meetings, get up to speed on conversations, organize key points, and follow up with actions using Copilot in Teams.

Microsoft Mesh is now available

Connect your distributed workforce in new ways with Mesh—avatars and immersive 3D experiences that feel natural, elevate engagement, and empower teams.

Save up to 33% when you buy Microsoft Teams Essentials and Microsoft Teams Phone together

Save money and boost collaboration with Teams Essentials plus Teams Phone— now starting at $8 per person, per month . Improve workflows by simplifying communication channels with chat, video, file sharing, and calling. 1

Host engaging meetings that drive greater impact with features like PowerPoint Live, Microsoft Whiteboard, and AI-generated meeting notes. *

Make and receive calls directly in Teams with advanced features like group calling, voicemail, and call transfers.

Collaborate

Create shared spaces that keep everyone on the same page with features like channels, shared task lists, and collaborative apps.

Build a fun, more inclusive team culture and connect with others to get things done with features like emojis, suggested replies, and Microsoft Loop components—a table, task, or paragraph that members of a chat can all edit in real time.

See how companies across industries succeed with Teams

Leading organizations rely on teams to modernize their workplaces.

Hear how L’Oréal, Johnson Controls, M&S, and United have built a culture of togetherness and improved business processes with Teams.

The Total Economic Impact™ of Microsoft Teams

Read The 2023 Total Economic Impact™ of Microsoft Teams, a commissioned study conducted by Forrester Consulting, to learn how using Teams delivered a 291% ROI and net benefit value of $35 million over three years.

Explore Teams tips and tricks

Keep chats playful with together emojis in Teams

Celebrate a job well done with coworkers using interactive together emojis that can high-five each other, clink glasses, and enjoy a slice of pizza.

Stay productive on the go with Teams Phone

Use transcriptions to capture and find important details from a meeting when you’re on the move and can’t take notes, or seamlessly transfer a call from your laptop to a mobile device with Teams Phone.

Get started with Microsoft Teams today

• [1] The discount offer is available to new and existing customers who license a 12-month Microsoft Teams Essentials and Microsoft Teams Phone bundle (with or without a Microsoft Teams calling plan) through Direct and CSP direct channels between July 17, 2023, and July 1, 2024. This promotion is valid in the United States, Canada, and the United Kingdom. This annual subscription automatically renews and is subject to recurring billing at the regular price and selected term. Customers can cancel at any time to stop future charges. Microsoft reserves the right to cancel, change, or suspend this offer at any time without notice.  Learn more about managing your subscription .
• [*] AI-generated meeting notes are currently available in Microsoft Teams Premium only.

Follow Microsoft Teams

Teams Top Forum Contributors: EmilyS_726   👍✅

April 17, 2024

Teams Top Forum Contributors:

EmilyS_726   👍✅

Contribute to the Teams forum! Click  here  to learn more  💡

April 9, 2024

Contribute to the Teams forum!

Click  here  to learn more  💡

• Search the community and support articles
• Microsoft Teams
• Teams for business
• Search Community member

Ask a new question

Shared slides cannot be seen in Teams

For all my microsoft teams meetings I cannot see any powerpoint slides being shared with me, I logged in and out, but nothing happens or changes.

Any help in this regard will be appreciated. I work with microsoft teams on my laptop.

Report abuse

Replies (17) .

* Please try a lower page number.

* Please enter only numbers.

• Microsoft Agent |

4 people found this reply helpful

Was this reply helpful? Yes No

Sorry this didn't help.

Great! Thanks for your feedback.

How satisfied are you with this reply?

Thanks for your feedback, it helps us improve the site.

Thanks for your feedback.

Thank you for your answer. All other participants are able to see the slides. I am not sure if i use teams web app or desktop app. It does not appear in black screen, i just do not see anything, i only see all my colleagues..they all see slides. This happens when others share their slides with all participants.

Kind regards,

20 people found this reply helpful

I've had a similar experience where, in a large meeting, some participants were able to see the shared screen/presentation, and some not. They only saw a black screen with the initials of the person who was sharing content (as opposed to the actual content being shared). This happened for 2 out of 3 presenters (that some people saw the pres, others not).

Is this a known technical issue? Can it be mitigated by having the presenters use the web app as opposed to the desktop app?

Best regards,

16 people found this reply helpful

3 people found this reply helpful

1 person found this reply helpful

Thanks a lot for your reply..i tried it now ie logging in through the browser and i started seeing the slide again

I have this same issues.  It worked great for months and then was hit and miss and now I cannot see my shared slides, just the black screen.  We are a large hospital, all Microsoft organization on MS 365, Windows 10, MS Teams is loaded on PC.  I am the Organizer.  I have had NO problems with my guest speakers sharing their slides.  And everyone can see my slides. 

I open my meeting (on PC company loaded application on desktop), I hit the share button.  I go to PowerPoint (or Browse and select from my OneDrive or upload from files, doesn't matter all are not working most of the time) and select my Welcome or Final slide.  And it either shows and all is well OR it doesn't.  I have a black screen, can't move my slides forward, can't read my slides and get a pop up that wasn't able to display content.

I have signed off and back on MS Teams, I have cleared the cache multiple times (sometimes that  seems to help, sometimes doesn't).  I need to be able to consistently count on this working.  I facilitate a very large Medicine Grand Rounds (now virtual since April) presentation. Shelley

Thank you for your answer. All other participants are able to see the slides. I am not sure if i use teams web app or desktop app. It does not appear in black screen, i just do not see anything, i only see all my colleagues..they all see slides. This happens when others share their slides with all participants. Kind regards, Hanna

I experience the exact same issue as Hanna is describing - if another meeting attendee shares slides, sometime I (alone) can't see them even though the other attendees CAN see them.

For context I use the Windows Teams Client version not the web version.

I should also say that 95+% of the time, I DO see shared slides correctly. But once in a while I do randomly encounter this issue. I have still seen this as recently as the January 15, 2021 release.

9 people found this reply helpful

I wondered if this issue had a resolution as I am having problems when presenting. One of my students is unable to see the ppt presentation.

Hello Hanna,  May I further confirm with whether this issue occurred during meeting sharing and it would appear in black screen in meeting? For recently we have a sharing screen issue that users may be unable to see videos or screen sharing from remote participants .  You could share more details with me, or a screenshot of issue symptom so that I can perform further search in my lab.  Whether issue persists even when the presenter shares desktop screen, or other type of file? Please kindly confirm with other participants whether anyone else get impacted.  If currently you're using Teams desktop app, try to sign in Teams web app when issue occurs to see if you can see the presentation.  Best Regards, Anna

Hi, I am facing the same issue. I am trying to upload the slide under Files under Teams group chat but it is uploading only one slide and that too not editable.

Question Info

• Norsk Bokmål
• Ελληνικά
• Русский
• עברית
• العربية
• ไทย
• 한국어
• 中文(简体)
• 中文(繁體)
• 日本語

View, manage, and install add-ins for Excel, PowerPoint, and Word

When you install and use an add-in, it adds custom commands and extends the features of your Microsoft 365 programs to help increase your productivity.

Note:  This article only applies to add-ins in Excel, PowerPoint, and Word. For guidance on how to view, install, and manage add-ins in Outlook, see  Use add-ins in Outlook .

View installed add-ins

You can directly install add-ins from this page or select  More Add-ins  to explore.

In the Office Add-ins dialog, select the  My Add-ins  tab.

Select an add-in you want to view the details for and right-click to select  Add-in details  option.

Install an add-in

Tip:  If you selected  Home  >  Add-ins , directly install popular add-ins from the menu that appears, or select  More Add-ins to view more options. 

Select  Add  from the add-in you want to install.

Manage installed add-ins

To manage and view information about your installed add-ins, perform the following:

Select  File > Get Add-ins .   Alternatively, select  Home  >  Add-ins > More add-ins .

In the Office Add-ins dialog, select the  My Add-ins tab.

Select  Manage My Add-ins . This opens the Office Store page in your preferred browser with a list of your installed add-ins.

Remove an add-in

To remove an add-in you installed, follow these steps.

Select  File  > Get Add-ins . Alternatively, select  Home > Add-ins .

In the Office Add-ins dialog, select  My Add-ins  tab.

Select an add-in you want to remove and right click to select  Remove  option.

Note:  Add-ins that appear in the  Admin Managed  section of the Office Add-ins dialog can only be removed by your organization's administrator.

Cancel an add-in subscription

To discontinue your subscription to an add-in, do the following:

Open the Microsoft 365 application and select the Home  tab.

Select  Add-ins from the ribbon,   then select  More Add-ins .

Select the My Add-ins tab   to view your existing add-ins.

Select  Manage My Add-ins .

Under the Payment and Billing section, choose Cancel Subscription .

Select  OK ,   then Continue .

Once you've cancelled your subscription, you should see a message that says "You have cancelled your app subscription" in the comments field of your add-in list.

Manage an add-in's access to your devices

Note:  The information in this section only applies to Excel on the web, Outlook on the web, PowerPoint on the web, and Word on the web running in Chromium-based browsers, such as Microsoft Edge and Google Chrome.

When an installed add-in requires access to your devices, such as your camera or microphone, you will be shown a dialog with the option to allow, allow once, or deny permission.

If you select  Allow , the add-in will have access to the requested devices. The permission you grant persists until you uninstall the add-in or until you clear the cache of the browser where the add-in is running.

If you select  Allow Once , the add-in will have access to the requested devices until it's relaunched in the browser.

If you select  Deny , the add-in won't be able to access the requested devices. This persists until you uninstall the add-in or until you clear the cache of the browser where the add-in is running.

If you want to change an add-in's access to your devices after selecting  Allow  or  Deny , you must first uninstall the add-in or clear your browser cache.

Add or load a PowerPoint add-in

Add or remove add-ins in Excel

Get a Microsoft 365 Add-in for Excel

Get a Microsoft 365 Add-in for Outlook

Help for Excel for Windows add-ins

Need more help?

Want more options.

Explore subscription benefits, browse training courses, learn how to secure your device, and more.

Microsoft 365 subscription benefits

Microsoft 365 training

Microsoft security

Accessibility center

Communities help you ask and answer questions, give feedback, and hear from experts with rich knowledge.

Ask the Microsoft Community

Microsoft Tech Community

Windows Insiders

Microsoft 365 Insiders

Find solutions to common problems or get help from a support agent.

Online support

Was this information helpful?

Thank you for your feedback.